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Office of Administration (OA)

Property Management Division FAQs

Materials Management

Question

Answer

How is property transferred within VACO and outside of VACO?

There are two forms generally used when a transfer of property occurs. These forms are the Transfer of Property Receipt generated from the property database (IPM) and VA Form 134 (Combination Requisition and Shipping Ticket) which can be found on VA Forms. The Transfer of Property Receipt is used when property (excluding excess) is to be transferred within the VACO Campus between EIL Officials. The receipt is generated by the “losing” Official then verified and signed by both the “losing” and “gaining” Officials. The receipt is then turned in to VACO Property Management (032D) for processing. VA Form 134 is used when property is going to be transferred outside of the VACO Campus to another VA facility and will no longer be accounted for by VACO. The Equipment Inventory Listing (EIL) Official responsible for the property prepares VA Form 134 with pertinent information. The form is then sent to VACO Property Management (032D) where it will be routed to the Chief of Property Management for signature. Once signed, the form will be returned to the EIL Official to be shipped with the item(s).

What form is used when turning in excess furniture or equipment?

Excess is processed via VA Form 2237 (Request, Turn-In and Receipt for Property or Services) which can be found on VA Forms. Once the required information is completed on the form it is then mailed inter-office or scanned and emailed to VACO Property Management (032D). The form will be reviewed and a date/time will be scheduled for the items to be removed and placed into excess.

What is the Report of Survey (ROS) Program?

The ROS system is the method used by VA to obtain an explanation as to the circumstances surrounding the loss, damage, or destruction, other than through fair wear and tear, of Government property. VA Form 1217, Report of Survey, will be used to document the findings, determine responsibility; record pecuniary liability, if any, established by a board of survey or survey officer, and will be used as the official document to adjust the record account (see VA Handbook 7002, Part 10 for additional information).

How do you request a barcode?

Although all items are supposed to be received through the warehouse or receiving dock, there are some accountable items that are delivered straight to the end users. A copier for example may be brought in by the vendor without notifying receiving. If an item is found which should be considered controlled accountable property there are three steps. First, collect the purchase paperwork (purchase order, credit card form) and packing slip (if available). Second, write the serial number of the item and any other information you find pertinent on the paperwork. Third, contact VACO Property Management (032D) for further instructions.

How much advance notice should be given by an office when requesting transportation?

24-hours advance notice in writing must be given to better service customers.

Who authorizes last minute transportation requests to the “set” daily schedule?

Property Management Division’s Transportation Supervisor (032D), for they know the schedule and what can and cannot be done based on time of day and proximity of travel.

Who has the authority to confirm or cancel transportation requests?

Property Management Division’s Transportation Supervisor (032D), for they know the schedule and what can and cannot be done based on time of day and proximity of travel.

VACO Mail

Question

Answer

How do we send out regular mail?

First class priority.

What options are available in shipping accountable mail that requires a signature?

UPS.

How do we send Certified Mail?

We give the customer a "green return receipt card" to fill out and once filled out we issue an accountable mail number.

How long does mail take to get to its destination once it is mailed from our facility?

3 to 5 days but we have no way of tracing regular mail.

Executive/White House Correspondence

Question

Answer

How many days does an organization have to respond to White House Correspondence?

An organization has 15 days to respond to the White House.

How does the Executive Correspondence Section receive incoming correspondence from the White House?

The Executive Correspondence Section receives the incoming correspondence through e-mail. The White House sends the e-mail to vacovaiq@va.gov.

What happens to the incoming correspondence if it is not a VA issue?

The incoming correspondence is then referred to the agency that can provide a reply. Federal agencies’ referrals, with the exception of Department of Defense, are referred directly to the proper agency through VAIQ. Referrals that need to be returned to the local or state level are returned to the White House through VAIQ.

How does the VA send the response back to the White House?

The organization that prepared the response sends it to the 032D inbox in VAIQ. The Executive Correspondence Section sends the response to the White House through VAIQ and then the workflow is closed.